LONESTAR COLLEGE REQUEST FOR PROPOSAL RFP #918 INFORMATION TECHNOLOGY ASSET RECOVERY SERVICES
Bids due: Tuesday, December 05, 2023, at 4:00PM
SCOPE OF WORK
Lone Star College (“LSC”) invites proposals from adept firms with a robust track record in
providing IT asset recovery services. The ideal firm should offer comprehensive asset
tracking capabilities, accurate, fair market value assessments, and data sanitization
processes compliant with DOD data erasure standards. We emphasize the need for tangible
and quantifiable reporting delivered promptly.
The firm should adeptly minimize costs associated with end-of-life assets and strictly adhere
to a zero-landfill policy in line with EPA guidelines. A specialization in Green Recovery of IT
Assets is paramount. This RFP seeks detailed descriptions of the Respondent’s capabilities,
services, and adherence to EPA standards within their program framework.
Potential assets for recovery encompass desktops, laptops, printers, scanners, phones,
servers, tape backups, server racks, cables, monitors, and an array of network hardware –
including but not limited to switches, routers, gateways, network modules, cards, racks, video
conferencing equipment, and other related IT equipment.
Asset Recovery:
On-site Retrieval: Coordinate with LSC departments to schedule and manage the secure
retrieval of assets from specified LSC campuses and facilities.
Transportation: Safely transport assets to a central processing facility using vehicles that
handle delicate and high-value equipment.
Initial Assessment: On receipt, conduct a preliminary assessment to categorize assets based
on their type, age, and apparent condition.
Single Point of Contact: Provide a single point of contact for LSC’s Technology Support
Department
Inventory and Assessment:
Detailed Cataloging: Create a digital catalog of all received assets, capturing essential details
such as brand, model, serial number, and specifications.
Condition Assessment: Employ specialists to evaluate each asset’s functional status,
cosmetic appearance, and potential refurbishment needs.
Value Estimation: Determine assets’ potential resale or remarketing value post refurbishment, considering market trends and demand.
Data Sanitization:
Secure Data Wiping: Use DOD industry-standard software and techniques to ensure that all
data-bearing assets are thoroughly wiped clean of institutional data.
Certification: Provide certificates of data destruction for each processed asset, ensuring
LSC’s compliance with data protection regulations.
Services
Physical Destruction: For assets where data cannot be wiped electronically, ensure secure
physical destruction of data storage components.
Refurbishing:
Component Replacement: Replace faulty or outdated components with genuine and
compatible parts to enhance the asset’s performance.
Cosmetic Restoration: Address cosmetic issues such as scratches, dents, or worn-out parts
to improve the asset’s appearance.
Software Updates: Ensure that all IT assets have the latest firmware, drivers, and essential
software installed, ensuring they are market-ready.
Quality Assurance: After refurbishment, conduct thorough testing to ensure assets function
optimally and meet market standards.
Remarketing:
Market Analysis: Regularly analyze and determine the best channels and pricing strategies
for different asset categories.
Sales Channels: Utilize multiple sales channels, including online platforms, offline stores,
auctions, and bulk sales to B2B clients.
Promotions: Develop and execute promotional strategies to boost sales during peak demand
seasons or to move slow-selling inventory.
Customer Support: To enhance customer confidence and satisfaction, offer post-sale
support, including warranties.
Recycling:
Eco-friendly Disposal: Partner with certified e-waste disposal agencies to ensure that non marketable assets are disposed of in an environmentally responsible manner.
Materials Recovery: Where possible, recover and repurpose valuable materials from assets
beyond repair or refurbishment.
Reporting:
Monthly Summaries: Provide detailed monthly reports capturing the number of assets
received, refurbished, sold, and recycled.
Financial Reporting: A breakdown of revenues generated, costs incurred, and net profits from
the remarketing efforts.
Quarterly Trends Analysis: Provide insights on market trends, customer preferences, and
future asset acquisitions or disposal strategies recommendations.
Sustainability: quarterly provide tangible, quantifiable results regarding their sustainability
efforts. These reports must contain meaningful metrics that include pounds of toxic chemicals avoided, electricity saved, gallons of water conserved, gasoline saved, equivalent number of autos removed from the road, and numbers of lethal doses avoided.
